Chief Executive Administrative Assistant

1 week ago


Texarkana, Texas, United States Christus Health Full time

Overview:

This role is essential for delivering comprehensive administrative assistance to the assigned Executive(s), ensuring efficient management of daily responsibilities. The Executive Assistant is tasked with a diverse range of duties that encompass clerical and administrative operations within the executive offices, often handling matters that do not require the executive's direct attention. This position acts as a vital link between Executives, Medical Staff, Board members, significant donors, colleagues, and the public, making independent decisions when necessary and collaborating effectively as part of a supportive team.

Key Responsibilities:


• Adhere to the established OneCHRISTUS Competencies: Leader of Self, Leader of Others, or Leader of Leaders.

• Manage the executive's calendar by scheduling meetings and appointments as needed; proactively set appointment priorities, reschedule or decline invitations, and highlight important dates or conflicts. Effectively prioritize time based on workload demands.

• Organize, coordinate, and engage in administrative and board-level meetings, ensuring compliance with relevant guidelines and standards, reserving meeting spaces; arranging catering; preparing agendas; conducting timely mail-outs; recording and transcribing minutes; coordinating follow-up actions; and collaborating directly with Committee Chairs.

• Provide courteous and professional reception and telephone services; assess the nature and urgency of inquiries; address questions and resolve conflicts independently when possible, utilizing knowledge of organizational operations; refer to the appropriate personnel when necessary.

• Review incoming correspondence; identify deadlines and suspense dates; verify the accuracy of documents requiring the executive's signature; summarize content as needed; supply necessary background material for the executive's review; offer advice or initiate responses when appropriate; and coordinate follow-up as required.

• Draft correspondence that necessitates an understanding of organizational operations and policies; research and prepare special projects or presentations; initiate and maintain extensive and complex paper and electronic filing systems, developing methods for organizing and retrieving information.

• Arrange intricate travel plans for individual executives or groups, including authorization for airline travel, accommodations, conference rooms, and catering services.

• In the absence of the executive, address requests for action or information; if necessary, relay to the appropriate staff member; intercept requests and assist in implementing actions; ensure timely responses; determine whether the executive should be informed of significant or urgent matters.

• Provide assistance and training to colleagues and subordinates on equipment, organizational policies, and workplace standards. Supervise clerical support as required.

• Demonstrate the capability to fulfill assigned responsibilities in a manner that meets the specific and developmental needs of the individuals served by the department.

• Appropriately modify assigned client assessment, treatment, and/or care methods to accommodate the unique physical, psychosocial, cultural, age-specific, and other developmental needs of each client served.

• Take personal responsibility to ensure adherence to all policies, procedures, and standards as established by state and federal agencies, the organization, and other regulatory bodies.

• Execute all duties in a manner that safeguards patient confidentiality and refrains from soliciting or disclosing any confidential information unless necessary for the performance of assigned job responsibilities.

• Possess exceptional communication and organizational skills.

• Perform additional duties as assigned.

Qualifications:

Education/Skills:

  • High School Diploma is required.

Experience:

  • A minimum of 3 years of experience in office and calendar management is required.
  • Experience in supported functions' work processes and environment is preferred.

Licenses, Registrations, or Certifications:

  • No specific licenses required.

Work Schedule:

TBD

Work Type:

Full Time

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